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Item 9A
City of Southlake, Texas MEMORANDUM December 20, 2006 To: Shana Yelverton, City Manager From: Gary Gregg, Technical Services Manager Subject: Award of bid to Debbie Smith for Conversion of Public Safety Data for the CRIMES Software in the amount of $54,000. Action Requested: City Council approval of Award of bid to Debbie Smith for conversion of public safety data for the CRIMES software in the amount of 554,000. Background Information: In October, 2006 City Council authorized the Interlocal agreement with Sam Houston State University for the purpose of the city's DPS department utilizing the CRIMES records management system. We are replacing the current New World System which was installed in 1999. It is critical that the current six plus years of data in the New World System be converted to the new CRIMES software package. In -house staff does not currently possess the necessary skill sets or data tools to perform such an in -depth conversion of the data and the corresponding tests to verify the data; field for field and record by record. This project will take approximately three months of dedicated time to complete. The project deadline is April 2, 2007. This date corresponds to the merger that takes place between the Southlake and Keller dispatch centers. The proposed bidder recently completed the conversion of the Keller records management system data to the CRIMES package without incident and has documented experience with these types of projects. Financial Considerations: This item was budgeted for $45,000 in the current FY06/07 budget. The single compliant bid estimate received was for $54,000. The bidder has agreed during subsequent negotiations to provide the work for a firm quote of $54,000. There are additional funds in the professional services account that can be used to cover the difference in the amount budgeted and the amount bid to do the upgrade. Citizen Input/ Board Review: None Legal Review: The RFP was prepared by the Finance Department and advertised appropriately. Two bids were received and one was judged to be non- compliant Alternatives: The Council may approve the award of bid or deny it. If the award is denied, no data conversion will take place and DPS members would have to work in two different records management systems until such time the older system became inoperable or all current cases have reached satisfactory disposition. Current records retention rules call for the data to be maintained for a minimum of two years if not converted. Supporting Documents: RFP submittal, Bid tally Staff Recommendation: City Council approval of Award of bid to Debbie Smith for the conversion of public safety data for the CRIMES software in the amount of $54,000. Staff Contact: Gary Gregg, Manager, Information Services H � a o � � U � V un O w W o 4J V U �? o d ° � w d u L U 0 i a w h d w q w a L o w z w z w� z a �y b 7 � d L o '� Q , aJ 'C O c V u a� c r c s E vt c a o 42 Id ea U O O- N s. q 113 Z ° ° Q. -d w O U ~ Z 'ZI PL U 13 N .� � � � � d q a �" > o a t Q a R ° W W O 3 o¢ 0 � ° o a ate � o - o pp 91 w U y C pp d m pi ,5 q u� a> az W9, o�d boo U a X 4 1 > b -9 o o N 2 0, 2 ° b °? o ° o ai v Q a cQ ° o f� 6 W N y O Fc Z � N O O C d N O q d] O d CUl P. U a ro a� L6 A , p V ° o oa 0 EM 91 W City of Southlake REQUEST FOR PROPOSAL (Used to purchase High Technology and /or Services) Proposal Reference Number: RFP0609A105GG600231 Project Title: DATA CONVERSION FOR PUBLIC SAFETY OPERATIONS SOFTWARE APPLICATION Proposal Closing Date: 3:00 P.M.(CST), Friday, Octobcr 6, 2006. TABLE OF CONTENTS Tableof Contents ...................................................................... ............................... ...........................Page 1 Request for Proposals (1) Introductions .............................................. ..............................• ...................................................... Page 2 (2) Definitions ............................................................. ............................... ........................... Page 2 (3) General Information ............................................................... ............................... ...........................Page 3 (4) RFP Withdrawals and/or Amendments .. ............................. ............................... ...........................Page 4 (5) Proposal Submittal Requirements.. ................................ ........................ ........................................ Page 5 (6) Proposal Evaluation ............................................................... ............................... ...........................Page 5 (7) Contract Award ...................................................................... ............................... ...........................Page 7 Appendix A — Scope of Services (1) Project Title ....................................................................... ............................... .......................Page A -1 (2) Scope of Services Contact ................................................. ............................... ...........................Page A -1 (3) Submittal Requirements ........................................................... ............................... ...................Page A -1 (4) Special Conditions ............................................................. ............................... ...........................Page A -1 (5) Proposal Evaluation Factors .............................................. ............................... ........................... Page A -1 (6) Brand Manufacture Reference ........................... ................................................ .......................... Page A -1 (7) Key Events Schedule ......................................................... ............................... ...........................Page A -1 (8) Bonds ................................................................................. ............................... ...........................Page A -1 (9) Scope of Services ............................................................... ............................... ...........................Page A -2 Appendix B — Proposal ( -) Label Format for Submittal Packet's Sealed Envelope ...... ............................... ........................... Page B -1 (1) Proposed Services and /or Products .................................... ............................... ...........................Page B -2 (2) Schedule of Pricing ............................................................ ............................... ...........................Page B -2 (3) Payment Terms .......... ............................... .................................................. ............................... Page B -2 (4) Projected Schedules and Delivery dates(s) of Products and /or Services ...... ............................... Page B -2 (5) Proposer's Experience / Staff ............................................ ............................... ........................... Page B-3 (6) Guarantees and Warranties .......................................................................... ............................... Page B -3 (7) References ......................................................................... ............................... ........................... Page B -3 (8) Cost of Proposed Products and /or Services .................................................. ............................... Page B-4 (9) Delivery of Products and/or Services .......................................................... ............................... Page B -5 (10) Independent Contractors Status ................................................................. ............................... Page B -5 (11) Certifications of Proposer ........................................................................... ............................... Page B -5 (12) Trade Secrets and /or Confidential Information .......................................... ............................... Page B -7 (13) Federal, State and /or Local Identification information .... ............................... ...........................Page B -7 Appendix C — Conflict of Interest Questionnaire ......................................... ............................... Page CA Appendix D — No Intent to Submit Form .......................... ............................... ........................... Page D -1 City of Souffilake RFP0609AI05GG600231 Page 1 of 6 Southlake, Texas Request for Proposals 1. Introduction A. Project Overview The City of Southlake is requesting Proposals with the intent of awarding a contract for the requirements and services contained in Appendix A -- Scope of Services. B. No Intent to Submit If you do not wish to submit a proposal at this time, please submit a "No Intent to Submit Form" (See Appendix D) via fax to (817) 748 -8048 or mail to the City of Southlake Finance Department, 1400 Main Street, Suite #440, Southlake, Texas 76092. C. Proposer Registration All potential Proposers who pick up a RFP packet must register with the Purchasing Agent. Potential Proposers receiving this Proposal other than directly from City should also register with the Purchasing Agent, so that the City may notify all potential Proposers in the event an addendum is issued. D. Question s: Following are contacts for questions as identified. i. RFP Clarifications All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Agent identified in section 2 below. Scope of Service Questions All questions related to the scope of service should be submitted in writing as noted in Appendix A — Scope of Services. iii. Re 1� : The City shall not be bound by any reply to an inquiry unless such reply is made by formal written addenda. Oral interpretations or clarifications will be non - bidding. The proposer must acknowledge all addenda by both signing and returning such document(s) or by initialing appropriate area of Proposal. Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum and mailed to all parties recorded by City as having received a copy of the RFP. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP, and the Proposer shall be required to consider and acknowledge receipt of such in his Proposal. E. Notification of Errors or Omissions Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. F. Conflict of Interest Questionnaire Form CI : A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The forth must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contraet discussions or negotiations with the City, or submits an application, responds to a request for proposals or bids, correspondences, or other writing related to any potential sales agreement with the City. 2. Derinitions Centralized Master Bidders List CMBL : A master database used by State of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the State of Texas. (Manufacturers, suppliers, and other vendors wishing to furnish materials, equipment, supplies, and services to the state should apply to be on the CMBL to receive bidding opportunities as outlined by the State of Texas Building and Procurement Commission.) City of Southlake R P0609AI05GG600231 Page 2 of 6 City Business A business or firm with either its principal place of business or a significant business presence within the City of Southlake, Texas. Ci!y of Southlake ( "City" ) : The City of Southlake, Texas. Cily Secreta 's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite 4270, Southlake, Texas 76092. (817) 748 -8016. Disabled_ Person A person who has a physical or mental impairment that has a substantial and long- term adverse effect on his or her ability to carry out normal day -to -day activities. Historically Underutilized Businesses (HUB A Historically Underutilized Business is a business of which at least 51 percent of the business, or of the stock in the case of a corporation, is owned by one or more minority persons, women, or disabled persons, the management and daily business operations of which is controlled by one or more minority persons, woanen, or disabled persons. Minori 1 Women's Business Enterprise (MWBE) A Minority Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent by one or more women or minority persons. A Women Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent by a non - minority woman or women. Minority Person A person who is a citizen or lawful permanent resident of the United States and who is a member of any race other than Caucasian. Project Title The Project Title as identified on the cover sheet and first page of the Proposal herein. Proposal The signed and completely executed submittal of the entirety of Appendix B - Proposal. PMoser The Proposer and the Proposer's designated contact signing the first page of the Proposal. purchasing Agent The Purchasing Agent for the City; Deborah Russell, Fax (817) 748 -8048. E -Mail: drus sell @ci. southlake.tx.0 s; Request for Proposals (RFP). The entirety of this document to include all Appendices. Scope of Services The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status Purchases made by the City are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. Excise Tax Exemption Certificate will be furnished by City upon request. B. Ci1y Business Preference: It is the policy of the City to encourage the use of City Businesses in prime contracts, subcontracts and purchasing transactions. Contact the Purchasing Agent for assistance in identifying relevant City Businesses or visit www.SouthlakeBusinesses.corn C. HUB / MWBE It is the policy of the City to encourage the use of HUB and MWBE certified businesses and City businesses in prince contracts, subcontracts and purchasing transactions. Contact the Purchasing Agent for assistance in identifying HUB / MWBE or City businesses, or obtaining certification as a City business. City of Southlake RFP0609AIOSGG600231 Page 3 of 6 D. Public Inspection of Proposals The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. It is the understanding and position of the City that if the Proposal contains trade secrets and confidential information, then the Proposal may not be opera to public review even after the Proposal award. It is the intent of the City that if the Proposer has notified the City, in writing, that the Proposal contains trade secrets and confidential information, and the City receives a request under the Texas Public Information Act for such information, or if such information is otherwise requested pursuant to applicable law, the City would generally take reasonable steps to prevent disclosure of such trade secrets and confidential information, such as by submitting such information to the Texas Attorney General for a determination as to whether such infonnation is exempt frorn public disclosure or by notifying the Proposer submitting such information that a request for disclosure has been made, in order to permit the Proposer to take legal action to prevent such disclosure. The Proposer is hereby notified, however, that this is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. No Proposer is authorized to make any public disclosures or issue any news releases pertaining to this Request without prior written approval of City. E. Payment Te rins: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment teens for the City are Net 30 days upon receipt of invoice. Proposer may request additional payment terra options and discounts for City to consider. F. Title to Goods and Risk of Loss For goods to be provided by Proposer hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods at the point or points of delivery. 4. RFP Withdrawals and/or Amendments A, RFP Withdrawal The City reserves the right to withdraw the REP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered in accordance with Section l.0 herein, but failure to notify shall impose no obligation or liability on the City. The City may reject any Proposal that fails to incorporate the terms of any amendment as non - conforming, regardless of whether the Proposer actually received notice of such amendment, or the City may elect, in its discretion, to waive such non - conformance, and consider such Proposal as submitted. No oral statement of any person shall modify or otherwise change, or affect the tends, conditions, or specifications stated in this Proposal, or any resultant contract. All changes will be made in writing and shall not be effective unless signed by the Purchasing Agent. 5. Proposal Submittal Requirements A. Submittal Deadline The deadline for submittal of Proposals shall be as identified on page B -1 of Appendix B- Proposal. It is the Proposer's responsibility to have the Proposal correctly marked and delivered to the City Secretary's Office by the submittal deadline. B. Proposals Received Late The time and date recorded in the City Secretary's Office shall be the official time of receipt. The City is not responsible for non- delivery of mail, carrier, etc. to the City. Late Proposals will not be considered under any circumstances, C. Withdrawals Any submitted Proposal may be withdrawn if a written withdrawal notice is submitted to the City Secretary prior to the submittal deadline. Otherwise, such Proposal shall be binding on the Proposer at the discretion of the City. City of Southlake RFP0609A705GG60023I Page 4 of 6 D. Alterations of Proposal Proposals, cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent. Any ntterlineations, alteration, erasure or other amendment made before the submittal deadline, insist be signed or initialed by the Proposer or the Proposer's authorized agent, guaranteeing authenticity. E. Submittal Packet All Proposals, originals and copies in duplicate as identified herein, shall be submitted in a sealed envelope with a completely executed page B -1 affixed to the outside of the envelope. F. Proposal Format All Proposals must be prepared in single -space type, on standard 8 -1 /2" x 11" vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink.. Any other format (via telephone, fax, etc.) shall not be considered a valid Proposal. G. Validity Period Once the submittal deadline has passed, any Proposal shall constitute an irrevocable Proposal to provide the commodities or services set forth in the Scope of Services, such Proposal to be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City. H. Proposal Content Proposer shall submit a completely executed and signed Appendix B as the formal Proposal. I. Bonds: Any Proposal or bond signed by an agent or attorney -in -fact must be accompanied by evidence of authority 6. Proposal Evaluation A. Best Value or Interest City reserves the right to determine which Proposal provides the City with the best value or which will be in the City's best interest. B. Unit Prices and Extensions If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby. C. Deviation from Scope of Services Any deviations from the required Scope of Services and altemate Proposals must be clearly shown with complete information provided by the Proposer. They may or may not be considered by the City, at its discretion. D, Ambit Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided. in Appendix A -- Scope of Services or Appendix B — Proposal, the Appendices shall prevail. E. Product Samples and Demonstrations Proposals shall be considered only from proposers who, in the judgment of the City are regularly established in business, financially responsible, able to show evidence of satisfactory past performance, and ready, willing and able to render prompt and satisfactory services. Samples and /or demonstrations of the product, when required, shall be furnished free of cost to the City for inspection and consideration. F. Proposal Evaluation Factors_ A variety of factors may be utilized in the evaluation of the submitted Proposals for this project. The evaluation factors and anticipated emphasis for each factor shall be as identified in the Scope of Services. City of,Saullzlake RFP0609A1O5GG600231 Page 5 of 6 G. Evaluation Process A committee comprised of support staff members from various City departments will evaluate the Proposals. The evaluation may result in more than one finalist. Selected finalists may be given the opportunity to interview with or make presentations to the committee and /or some or all of the City Council for further consideration. Schedule Evaluation See Appendix A -- Scope of Service for anticipated Committee Evaluation Review date. ii. Acce tance of Evaluation Methodology: Submission of a Proposal indicates Proposer's acceptance of the evaluation technique and Proposer's recognition that some subjectiv6 judgments may be made by City during the evaluation and award process. H. Completeness Only those Proposals that include all requirements noted herein will be considered. If the Proposal fails to confonn to the requirements of the RFP, City alone will determine whether the variance is significant enough to consider the Proposal susceptible to being made acceptable and therefore a candidate for further consideration, or not susceptible to being made acceptable and therefore not considered for award. Compliance with Requested Information After all negotiations, but prior to final acceptance of the proposed product or service, the City reserves the right to perform a visual inspection and request a physical demonstration to verify compliance with all proposed specifications, features, functions, and operational requirements, Should the final proposed product or service fail to meet what was proposed by the City, the successful Proposer agrees that the City may elect to do any of the following: i. Reject the Proposal and void the purchase as to any and all items so proposed. ii. Require specific performance as proposed and accepted by the City at no additional cost to the City. J. Additional Information City may request other information to determine Proposer's ability to meet the minimum standards listed above. 7. Contract Award A. Contract Award Process An award for the services or product acquisition specified herein will be made following a procedure using competitive sealed Proposals and in accordance with the City's purchasing policy. Proposals will be opened publicly to identify the names of the Proposers. After opening, an award may be made on the basis of the Proposals initially submitted, without discussion, clarification, modification, or negotiation with any of the Proposers or, at City option, City may discuss or negotiate various elements of the Proposal with selected Proposers. City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re- solicit for Proposals, as deemed to be in the best interest of City. City of Southlake RFP0609A105GG600231 Page 6 of 6 Appendix A — Scope of Services 2. 4. 5. 6. 7 Project Title: DATA CONVERSION FOR PUBLIC SAFETY OPERATIONS SOFTWARE APPLIACTION Scope of Services Contact Questions about the technical nature of the Scope of Services, etc, may be directed to Gary Gregg, PH. 817.748.8086, e-mail: ggvcgg@,ci.southlake.tx.us. All Proposer's are invited to review City's responses on the City's website at: www,ci.soutlilake.tx.us Submittal Requirements This Proposal must include one (l) signed original document and five (5) copies. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: N/A Proposal Evaluation Factors Emphasis Factor 20% Reputation of the Proposer and the Proposer's services 20% Quali of Proposer's services 15% Extent to which Proposer's services will meet the Cit 's needs 5 0 /0 Proposer's past relationship with the Ci 5% Total long-term cost to the City to acquire the Proposer's services 15% The price for services (both overall and hourl 20% Qualifications of the individuals who would be assigned to perfonn the work Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase_ Quotes for similar manufactured products of like duality will be considered if the Proposal is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Sealed Proposal Due and Opened by City Anticipated Committee Evaluation Review Date Anticipated Award Proposal Date Bonds The following bonds are required for this Proposal: N/A Shown on cover Page of this RFP October 9- l0, 2006 October 19, 2006 City of Southlake RFP0609AI05GG600231 Appendix A -1 SCOPE OF SERVICES I. INTRODUCTION: The City of Soutblake, Texas (the "City ") is seeking a qualified professional company (the "Proposer ") to provide Consultant services to plan and perform the conversion of data from the software application currently used by the City in its Public Safety Department to the CRIMES software. A. City Overview The City of Soutblake, Texas is centrally located in the Dallas -Fort Worth Metroplex. To achieve its vision it must provide the highest level of public service to residents, existing and potential employers, conunercial developers, shoppers and visitors. Southlake thrives on its unique characteristics and innovative initiatives. H. SCOPE OF SERVICES A. Data Conversion for Public Safety Operations Software Application Consultant shall plan and perform the conversion of data from the software application currently used by the City in its Public Safety Department (Police and Fire) to the CRIMES software application developed by Sain Houston State University, Huntsville, Texas. Consultant shall perform all tasks necessary to effect timely and successful data conversion to the City's reasonable satisfaction, including at a minimum the following: a. Consultant shall provide a report in a fonnat acceptable to and in conjunction with the Soutblake City staff setting forth all desired elements and requirements for data conversion of the public safety operations software applications. b. Consultant shall provide a Gantt or other similar chart format a priority listing of the data conversion efforts, the estimated effort and the finalized scope based on budget and tinne constraints. C. Consultant shall perform initial data profiling and update scope based on the results of the profiling. d. Consultant shall develop a list of the conversion routines for each of the software applications. C. Consultant shall develop a test plan and test scenarios for all of the software applications. f. Consultant shall develop and test all of the conversion routines developed above and prepare a report detailing the results of the tests. g. Consultant shall participate and assist in designated user acceptance testing of each software application. h. Consultant shall develop mock runs for each software application and. prepare a written report certifying the validity of the data conversion. Consultant shall participate and assist in production data conversion and cutover. City of Soutblake I#FP0609AT05GG60023I Appendix A -2 B. Current Public Safety Software Applications Aegis® Computer Aided Dispatch a. Combined Law Enforcement 1 Fire/ EMS Cad Multi - Jurisdiction L Call Screening Module ii. Call Stacking Module iii. Geo -File Verification Module iv. Hazard and Location Alerts Module V. Hydrant Inventory Module vi. Interface to Aegist Law Enforcement Records Module vii. Interface to AegisS Fire /EMS/ Records Module Viii. Note Pads Module ix. Rip -N -Run Module X. Run Cards Module xi. Tone Alerts Module xii. Unit Control Parcel Module xiii. Unit Recommendations Module b. CAD Redundancy C. CAD Mapping (ESRI) d. CAD Pager Interface 2. Aegis® Law Enforcement Records Software a. LE Records Single Jurisdiction Base i. Accidents Module ii. Arrest Module iii. Business Registry Module iv. Case Processing Module V. Computer Aided. Investigations Module vi. Federal / State Reports Module (UCR/IBR) vii. Geo -File Verification Module viii. Irnpounded Vehicles Module ix. Incident Tracking Module X. Jacket Processing Module xi. Personnel / Education Module xii. Property Module xiii. Traffic Tickets and Citations Module xiv. Wants and Warrants Module b. LE Records Federal and State Compliance C. Field Investigations d. Case Management e. GEO File Verification f. Alarms Tracking and Billing g. Bookings h. Property Room Bar Coding Aegis Public Safety Interface Software a. AS /400 State/ NCIC Interface b. On -line CAD Interface to State/ NCIC C. E-91 I Interface City ofSoutlldake RFF0609A105G600231 Appendix A -3 4. Aegis Photo and Imaging Software a. Bookings /Lineups Interface b. Digital Imaging C. Data Conversion The City currently maintains police, fire and other operational data on the iSeries 520 platform dating back to January, 2000. The iSeries data is contained in a DB2 format and is ODBC compliant and compatible with Crystal Reports as well as other database mining applications. The iSeries runs the iSeries NetServer, which supports Windows Network Neighborhood for mapping and sharing of the drives, contained locally on the AS400. The database contains approximately 4000 arrests with mug shots, 153,000 calls for service, 33,668 electronic jackets of persons and business related information as well as corresponding offense reports with narrative and supplement reports in Microsoft Word® format. City of Soutltlrake RFP0609AI05GG600.231 Appendix A -4 A��������— "^ " G°l Submittal Checklist:- (To determine validity of proposal). ...... Appendix B (pages B-1 through B-7) must be,included and addressed in the proposal submittal. ______Pxgo Section 1, paragraph A., Service Description: Describe and completely address all items noted 1nAppendix A-GcoDeo[Services. Appendix C-CooOictv{Interest Questionnaire DATA CONVERSION FOR PUBLIC SAFETY OPERATIONS SOFTWARE APPLICATION City Secretary's Office 1400 Main Street, Suite 270 Southlake, TX 76092 (817) 748-9016 NOR is On rd WN R RI AM ME V. ON 2 ,0-24 MAMR2 RIF 12 MR WR IN City q'S,wthUu6ofr»p^xu/ RfP0609A105GU600231 Appendix B- Appendix B — Continuation. The proposal shall contain at minimum the following items: 1. Proposed Services and/or Products A. Service Description: Describe the technical aspects, capabilities, features and options of the service or product proposed in accordance with the required Scope of Service as identified in Appendix A. Literature / brochures or other technical information may be used. B. Additional Hardware Desertion Proposers should also include a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and /or service proposed. 2. Schedule of Pricing A. Schedule of Pricing Proposer shall quote unit pricing in accordance with the Scope of Services. 3. Payment Terms: The City anticipates payment terms for this project to be at receipt of invoice from vendor and as discussed in the Request for Proposals, page 4, paragraph 3., General Information, sub- paragraph E., Payment Terms. 4. Projected Schedules and Delivery date(s) of Products and/or Services A. Delivery Date The Proposal must show the number of days required to deliver anal, if required, set up and install the product or equipment after the receipt of the City's Purchase Order. This date may, where time is of the essence, determine the successful Proposer. If the successful Proposer does not deliver in the promised time, fees for delay may be assessed as provided in this RFP beginning on the first day following the promised delivery date. if delivery delay is foreseen, the Proposer shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer must keep the City, through the City's designee, advised at all times of status of delivery. In the event of default in promised delivery (without accepted reasons) or failure to meet specifications, the City shall be authorized to purchase the commodities or services elsewhere and assess any increase in costs to the defaulting Proposer, who, by responding to the request for Proposal agrees to be responsible and liable for such costs, and promises to pay same within ten days of invoice. B. Project Schedule Proposer must provide a project schedule noting all projected dates for the project, from start -up to completion. City of,Southlake Proposal AFP0609AI05GG600231 Appendix B -2 Data Conversion for Public Safety Operations Software Applications. $ per hourly Per Hourly Proposer's estimated number of hours rate 1. Rate for entire roject: TOTAL LINE ITEM 1.: $ 3. Payment Terms: The City anticipates payment terms for this project to be at receipt of invoice from vendor and as discussed in the Request for Proposals, page 4, paragraph 3., General Information, sub- paragraph E., Payment Terms. 4. Projected Schedules and Delivery date(s) of Products and/or Services A. Delivery Date The Proposal must show the number of days required to deliver anal, if required, set up and install the product or equipment after the receipt of the City's Purchase Order. This date may, where time is of the essence, determine the successful Proposer. If the successful Proposer does not deliver in the promised time, fees for delay may be assessed as provided in this RFP beginning on the first day following the promised delivery date. if delivery delay is foreseen, the Proposer shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer must keep the City, through the City's designee, advised at all times of status of delivery. In the event of default in promised delivery (without accepted reasons) or failure to meet specifications, the City shall be authorized to purchase the commodities or services elsewhere and assess any increase in costs to the defaulting Proposer, who, by responding to the request for Proposal agrees to be responsible and liable for such costs, and promises to pay same within ten days of invoice. B. Project Schedule Proposer must provide a project schedule noting all projected dates for the project, from start -up to completion. City of,Southlake Proposal AFP0609AI05GG600231 Appendix B -2 C. Operational Instructions / Manuals If requested by the City, the Proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation of the service or product proposed. D. Required Trainin : Should employee training be required as a result of this service or product, the successful Proposer shall provide on -site (or classroom, if applicable) instruction to designated City employees. This cost shall be included in the Proposal. 5. Proposer's Experience / Staff A. Project Team Identify all members of the Proposer's teain (including both team members and management) who will be providing the services proposed and include information which details their experience, B. Removal or Replacement of Staff If the contractor determines that an assigned staff person must be removed or replaced for whatever circumstance, the replacement must be approved by City prior to joining the project. C. Business Establishment State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all dames, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided. State the number of years experience the business has: ; and the number of employees: D. Project Related Experience: All Proposals must include detailed information that details the proposer's experience and expertise in providing the requested services that demonstrates the proposer's ability to logically plan and complete the requested project. 6. Guarantees and Warranties i. Vendor warrants that the software, documentation, and updates shall substantially conform to Vendor's published functional specifications in effect on the date of delivery. ii. Vendor warrants that the software shall be free from defects in material, content, and workmanship for a period of one year from the date of acceptance. For purposes of this Contract, "acceptance" means the date that City begins to utilize Vendor's software applications and the software is functioning in conformance with Vendor's published functional specifications. iii. If within 365 days after acceptance of the software by City, it is discovered that the software is defective or otherwise does not perform as represented, Vendor shall either replace or repair the defective or non - performing software, or refund the amount paid for the software if Vendor is unable to rernedy the defect. 7. References Proposer shall provide a minimum of three (3) references where Proposer has performed similar to or the same types of services as described herein. City of Southlake Proposal RFP0609AI05GG600231 Appendix B -3 r2nFa YR'1'1PgC. �r . Client Company Naive: Contact Name: Contact Title: PH: EM: Date and Scope of Work Provided: A\4i G11GV TT Client / Company Name: Contact Name: Contact Title: PH: EM: Date and Scope of Work Provided: l \G1GA G11GG.TT✓ Client / Company Name: Contact Nance: Contact Title: PH: EM: Date and Scope of Work Provided: Conditions and Certifications S. Cost of Proposed Products and/or Services A. Proposal Pre aration Costs: Proposers electing to respond to this Request are responsible for all costs of Proposal preparation. The City is not liable for any costs incurred by a Proposer in response to this RFP. B. FOB (delivery charges All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Proposer. The City does not accept C.O.D. or collect shipments. All prices proposed shall include all charges, including delivery, installation and set -up fees. C. Packing, Crating_ and Ca rtage : The cost of all special packing boxing, crating, or cartage shall be included in the pricing specified on the Proposal unless otherwise specifically stated in the City's Request for Proposal. All packing, crating, or other debris resulting from the delivery or set -up of the conunodity purchased shall be removed and properly disposed by the successful Proposer at no additional cost to the City, unless otherwise agreed to in writing by the City, D. Pa anent Discounts: Cash or prompt payment discounts will not be considered in determining an award. All payment discounts offered will be taken, if earned and deemed in City's best interest. City ofSoutlrlakeProposal RFP0609AlO5GG600231 Appendix B -4 E. Pricing Pricing shall reflect the full Scope of Services defined herein; inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, mad profit. City will not recognize or accept any charges or fees to perform this work that are not specifically stated in the Proposal. 9, Delivery of Products and /or Services A. Excess or Incorrect Cominodities Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Proposer's expense, unless otherwise agreed to in writing by the City. B. Substitutions or Cancellations: No substitutions or cancellations are permitted without written approval of City. Delivery and/or work to be performed shall be done during normal working hours only, unless otherwise requested or agreed in writing by the City. C. Material Safety Data Sheets (M. If applicable, the successful Proposer shall provide the City with applicable M.SDS documentation as required by applicable laws and regulations. D. Guarantees and Warranties Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. E. Acce tance of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Service, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. City reserves the right to inspect the services performed or product delivered, and to determine the quality, acceptability, and fitness of such services or product upon delivery, ad to reject any non- conforming goods, providing, however, that the City shall not be required to do so, and any failure by the City to do so shall not prohibit or bar the City from later asserting any non - conformance or breach of warranty. 10. Independent Contractor Status Proposer agrees that Proposer and Proposer's employees and agents have no employer- employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. A. Insurance The Contractor, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations /Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; 11. Certifications of Proposer Ira compliance with this RFP, and subject to all the conditions herein, the undersigned Proposer certifies and agrees to the following: City of Southlake Proposal RFP0609A105GG600231 Appendix B-5 A. Assignments The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Agent, Such consent shall not relieve the assigner of liability in the event of default by the assignee. B. Liens Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided under the City's request, by Proposer or Proposer's vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. C. Indemnification Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Proposer agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Proposal, including attorneys' fees and court costs. D, Indemni f'or Patents Copyrights and Trademarks: Proposer hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark covering such materials and the successful Proposer agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur. E, Rights of Use 1 Copyi Release: All the creative elements created specifically for the City contracted with this project shall become the sole property of the City. This includes (not exclusively) any graphics, source and object code(s), scripts or other programming incorporated. Any graphic files, in both individual fonn and composite form, will also become property of the City. F. Gratuities/Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City. G. Cooperative Governmental Purchasing Notice: Other governmental entities utilizing interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer, All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another goveriu entity's debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other govenunental entities placing orders, the City will notify the successful Proposer of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [ ] Yes, Others can purchase; ] No, Only the City can purchase. H. Franchise Tax Delinquency The Proposer is not currently delinquent in the payment of any franchise tax owed the State of Texas. City of Sou Ili lake Proposal RFP0609AI05GG600231 Appendix B -6 1. Antitrust Laws Neither the Proposer nor any person, firm, corporation, partnership, or institution represented by or affiliated with the Proposer, has violated the antitrust laws of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such Line of business. The Contractor hereby assigns to the City any and all claims for overcharges associated with any contract resulting from this Request for Proposal which arise under either the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1373), or the antitrust laws of the State of Texas, Texas Business and Commercial Code Arun. Sec. 15.0 1, et seq. (1967). J. Child Support. Pursuant to section 231.006 (d) of the Texas Family Code, governing the payment of child support, the Proposer certifies that the Proposer is not ineligible to receive the specified payment and aelmowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. K. Eli ibili : Pursuant to Section 2155.004 of the Texas Government Code, governing the collection of state and local sales and use taxes, the Proposer certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and /or payment withheld if this certification is inaccurate. L. Debts of Propose : The Proposer agrees that any payme:its due the Proposer under this contract may be applied towards any debt of the Proposer to the City or the State of Texas, including but not limited to delinquent taxes and child support that is owed to the State of Texas and /or the City. M, Required Licenses Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and /or services described by the Scope of Service herein. N. Authority to Submit Proposal and Enter Contract As Proposer, I hereby certify that in my capacity, I have authority to submit this Proposal and enter into any resulting contract Proposer agrees to enter into a contract if awarded the project. 12. Trade Secrets and/or Confidential Information This proposal _ (does) _ (does not) contain trade secrets and /or confidential information. If so, please describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 13. Federal, State anal /or Local Identification Information i. Centralized Bidders List Registration Number: # Prime Contractor 14UB / MWBE Registration Number: #. W. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # - - iv, Pursuant to Section 231.006 (c) of the Texas Family Code, each Proposal should include the narne and Social Security Number of each person with at least 25% ownership of the business entity submitting the Proposal. Proposers that have pre - registered this information on the TBPC Centralized Master Bidders List have satisfied this requirement. If not so pre- registered, complete the following: Name: SSN: Naive: SSN: Name: SSN: Chy of Southlake Proposal RFP0609AIOSGG60023.1 Appendix B -7 Appendix C - Conflict of Interest Questionnaire (CIQ) Inclusion of House Bill 914, Filing Conflict Disclosure Statements. A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found below or on -line at www.ethics.state.tx.us. The form must be filed with the City Secretary no later than seven (7) days aft the date the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a request for proposals or bids, correspondences, or other writing related to at potential agreement with the City. Such persons and businesses, and their agents, must also file an updated questionnaire not later than Septcmberl of each year in which the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a request for proposals, quotes, or bids, correspondence, or other writing related to a potential agreement with the City, and within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1 but before September 1. CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local government entity OFFICE USE This questionnaire is being filed in accordance with chapter 176 of the Local Goveniment Code by a 0 person doing business with the governmental entity, Date Received By law this questionnaire must be filed with the records administrator of the local government not later than the 7' Business day after the date the person becomes aware of facts that reiluire the statement to be filed. See Section 176.008, Loral Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code, An offense under this section is a Class C misdemeanor, A_ Name of person doing business with local governmental entity. (Please Print) 2. ❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated competed questionnaire with the appropriate filing authority later than September 1 of the year for which an activity described in Section I76.006(a), Local Government Code, is pending and not later than the 7tn business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local government entity with respect to expenditure of money. 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local govemincntal entity that is the subject of this questionnaire. City of Southlake RFP0609AI05GG600231 Appendix C -1 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local government entity FORM CIQ page 2 5. Name of local government officer with whore filer h as affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages t this Form CIQ as necessary. A. is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? D Yes Ci No B, Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government o'' icer named in this section AND the taxable income is not from the local governmental entity? ❑ Yes ❑ No C. Is the filer of this questionnaire affiliated with a corporation of other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? D Yes D No D, Describe each affiliation or business relationship. 6 Describe any other affiliation or business relationship that might cause a conflict of interest. 7 Signature of person doing, business with the governmental entity Date City of Southlake RFP0609AI05GG600231 Appendix C -2 Appendix D — No Intent to Submit Form If your firm has chosen not to submit a proposal for this procurement, please complete this form and submit to: City of Southlake Purchasing Agent, DepaAment of Finance 1400 Main Street, Suite 4440 Southlake, Texas 76092 (817) 748 -8940 Please check all items that apply: ❑ Do not sell the item(s) required. ❑ Cannot provide Insurance required. ❑ Caimot be competitive. ❑ Cannot provide Bonding required. ❑ Cannot sleet specifications Highlighted in the attached ❑ Cannot comply with Indemnification request. requirement. ❑ Job to large El Job too small ❑ Do not wish to do business with the City of Southlake. ❑ Other: COMPANY NAME: Authorized Officer Name (Please print): Telephone: ( Fax: C___ I learned of this Request for Proposal by the following means: ❑ City Advertisement ❑ City E-mail Notification ❑ Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other City of Snutlilake RFP0609AI05GG600231 Appendix D -1 Appendix B Proposal Submittal Checklist (To determine validity of proposal} Appendix 13 (pages B -1 through B -7) must be, included and addressed in the proposal submittal. Page B -2, Section 1, paragraph A., Service Description- Describe and completely address all items noted in Appendix A -Scope of Services. Cary ofSouthlake Proposal R1{P0609AI05GG60023I Appendix B -1 .Appendix C- Conflict of Interest Questionnaire Responses to Appendix B 1. Proposed Services and/or Products A. Proposed Services and /or Products 1. Project team meetings 2. The use of 3' party applications to determine data structure and amount, the development of scripts, routines, and testing protocol to determine scope of the entire project. 3. Development of a timeline or other document along with a project analysis and description and a project implementation plan 4. Regular staff updates on project progress, status and issues S. Development of scripts, routines, and test protocols, both manual and automated, to produce data extracted from the existing applications as described in the Scope Of Services Section of the RFP. 6. Comparative analysis of data extraction tables and importation tables 7. Development of a method of importation of external data (Word Documents, Image files, etc) to CRIMES 8. Direction and assistance with go -live cutover. 9. Telephone and/or on -site support for duration of project and beyond go -live transition for mutually agreeable timeframe. B. Additional Hardware Description 1. The City of Southlake shall provide means of access to the data in the form of terminal services, emulators, and/or other hardware and /or software methods 2. The City shall provide on -site workspace including printers, PC and /or terminal, networking applications and emulators. 3. The City shall provide, if possible, a means of off-site access to data, via VPN, Virtual Desktops, emulators, or other hardware and/or software method. Debbie Smith 2. Schedule of Pricin Because of the difticidt nature of data extraction and conversion, it is impossible to give an exact number of hours required for the project, However, my recent experience with the City of Keller Police Department conversion to the CRIMES program enables me to give a better estimate for the project. Adjustments may be required based on the level of assistance provided by the current software provider. My current rate is $90 per hour. Final project costs including a not -to- exceed cost can be negotiated to a mutually agreeable amount. Estimated Costs, Maximum Number Project Task of Hours 60 Project Administration: (meetings, project management, documentation etc.) 160 Map current data schemas 120 Create scripts to build data extracts 80 SSIS Packaging (Visual Studio) 100 Testing $p Pre - and Post go -live support 600 Total 554,000 3. Payment Terms: As stated in RFP 4, Projected Schedules and Delivery date(s) of Products and/or Services A. Delivery Date: Installation of final data conversion is March 26, 2007, unless rescheduled by City of Southlake or CRIMES. 2 Debbie Smith B. Project Schedule: Sun Aeon The 14W Tha f rvn L�I•'1'�L VZ�� §fM1il`"�'`�f i I rv" �fr�as � 5 e i' h� it 3 €x�Y' IM I!3- t lyfkf�l 1 J Jy1e 12 �,II, 1 �i y PI I� Q .1 9 25 [ tip 26 Debbie Smith 4 Debbie Smith Decexnb 4 Debbie Smith My goal is to have the data ready and installed for City of Southlake staff to use as the database that CRIMES will use for training Southlake PD. Coordination with CRIMES scheduling will be taking place during the final few weeks of the project to ensure achievement of that goal. Throughout tlxe life of the project regular staff updates, meetings and reports will be taking place. Methods of reporting progress, scheduling of meetings will be established the last weep in October, during the Project Management setap phase. Every possible effort will be made to maintain the schedule presented here. C. Operational_ Instructions 1 Manuals: Will be provided as necessary D. Re aired Trainin Will be provided as necessary 5. Proposer's Experience 1 Staff A. Project Team Sole proprietor 5 Debbie Smith March �OQ7 My goal is to have the data ready and installed for City of Southlake staff to use as the database that CRIMES will use for training Southlake PD. Coordination with CRIMES scheduling will be taking place during the final few weeks of the project to ensure achievement of that goal. Throughout tlxe life of the project regular staff updates, meetings and reports will be taking place. Methods of reporting progress, scheduling of meetings will be established the last weep in October, during the Project Management setap phase. Every possible effort will be made to maintain the schedule presented here. C. Operational_ Instructions 1 Manuals: Will be provided as necessary D. Re aired Trainin Will be provided as necessary 5. Proposer's Experience 1 Staff A. Project Team Sole proprietor 5 Debbie Smith B. Removal or Replacement of Staff NIA C. Business Establishment I began my company in 1990 under the name Pure Data -Tek. My business has had 16 years of experience, and has 1 employee D. Project Related Experience • July, 2006 Currently providing data extraction and conversion services for City of Keller Police Department. City is implementing CRIMES package from Sam Houston State University • August, 2005 Performed data extraction for City of Hurst Fleet Services. Extracted vehicle detail, depreciation and inventory records for conversion to a new system. More than 10 years (20,000 records) of historical data was converted, including current depreciation schedules, fuel usage and expenditures, and work order details. • April, 2004 Provided MS Access App for administrative analysis of City of Hurst Fleet Services records. Reports and financial compilation data were provided. • June, 2003 Served as technical advisor and provided record structure for City of Hurst Utility Billing conversion • February, 2001 Extracted budget data for City of Hurst Finance Department, including depreciation, user fee calculations, and budget actuals for all departments and divisions. • January 1996 through December 2000 as Information Services Manager performed and/or managed conversion of every city application for system upgrades and replacements, as well as for Y2K remediation. These applications included Police, Fire, Financials, Work Order, Utility Billing, Code Enforcement, Library, Court, Payroll, Fleet Services, and the Recreation system • October 1989 through December 1995 performed and/or managed with conversion of each application as Systems Analyst. Migrated COBOL systems from NCR ITX mainframe to UNIX platform, including flat file conversion to RDBS. 6 Debbie ,smith Police Department Programs and Projects (City of Hurst) • Provided direct support, project management, and planning 1989 — 2001 for CAD /RMS, Jail, Patrols, etc. for Police Department, Store - fronts and Animal Control • Implemented document imaging system for integration with RMS system • Assisted in selection and implementation of EPIC photo imaging system • Assisted in selection and implementation of Tiburon CAD/RMS, including Fire Dispatch and remote "rip and run" station dispatches • Performed data extraction and conversion from in -house RMS, including Patrols, CID, Jail, CAD and Juvenile data from mainframe application to UNIX COBOL system, 2 upgrades of the systems, and migration to Tiburon system • Assisted with integration of Court and Police RMS • Developed and implemented modifications to legacy Police RMS system including management reports, Juvenile record handling, UCR, and accreditation • Developed early Gang Activity Reporting module f. Guarantees and Warranties As stated in RFP 7 Debbie Smith 7. References: #1 City of Keller Police Department, Information Services Keith Macedo Information Services Mana er 817 - 743 -4140 kmacedo cityofkeller.com A y 2006 — Present: Converting the Police Records Management system, CrisNET RMS data to CRIMES system. Data contains approximately 80,000 names, 470,000 incident records, 35,000 cases, 7300 bookin s 42 City of Hurst, Information Services Department Dale Harwell Information Services Manager 817 -788 -7000 dharwell ci.hurst.tx.us August, 2005 — City of Hurst Fleet Services. Extracted vehicle detail, depreciation and inventory records for conversion to a new system. More than 10 years (20,000 records) of historical data was converted, including current depreciation schedules, fuel usage and expenditures, and work order details. #3 City of Hurst, Finance De artment Anita Thetford Director of Finance 817 -788 -7000 athetford 6hurst.tx.us June, 2003 Served as technical advisor and provided record structure for City of Hurst Utility Billing conversion. February, 2001 Extracted budget data for City of Hurst Finance Department, including depreciation, user fee calculations, and budget actuals for all departments and divisions. 8. Cost of Proposed products and/or Services (None, as stated in RFP) 9. Delivery of Products and /or Services (None, as stated in RFP) 10. Independent Contractor Status No relationships exist. A. Insurance: Request waiver of Worker's Compensation and Employer's Liability insurance 8 Debbie Smith 11. Certifications of Proposer A. — N. All agreed upon 12. Trade Secrets and/or Confidential Information This proposal does NOT contain trade secrets and/or confidential Information. 13. Federal, State and /or Local Identification Information i. Centralized Bidders List # - N/A ii. Prime Contractor HUB/M'WBE # NIA (applying for) iii. Individual Proposer acting as a sole proprietor: Social Security # 453 -02 -4651 9 Debbie Smith Appendix B -- Continuation. The proposal shall contain at minimum the following items: f, Proposed Services and/or Products A. Service Descri tiow Describe the technical aspects, capabilities, features and options of the service or product proposed in accordance with the required Scope of Service as identified in Appendix A. Literature / brochures or other technical information may be used. B. Additional Hardware Deseri w Proposers should also include a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or service proposed. 2. Schedule of Pricing A. Schedule of Pricing Proposer shall quote-uiiit pricing in accordanca with the Scope of Services. 7roposer's ata. Conversion for Public Safety pe'ratioihs Software Applications. $ oD per hourly Per Ho estimated number of hours rate Rate or enure ro' cot: (p C1 U a q TOTAL LINE ITEM L'- } 1 $ 5 q t 000 3. Payment Terms: The City anticipates payment ternhs f his p eat e at receiPt of inv oe sub - vendor and as discussed in the Request for Proposals, page paragraph b paragraph E., Payment Terms. q. Projected Schedules and Delivery date(s) of Products and /or Services A. pelivM Date: The Proposal must dhow the number of days required to deliver and, if required, set up and install the product or equipment after the receipt of the City's Purchase Order. This date hnay, where time is of the essence, determine the successful Proposer. If the successful Proposer does not deliver in the promised thee, fees for delay may be assessed as provided in this RFP beginning on the first day following the promised delivery date. If delivery delay is foreseen, the Proposer shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer must keep the City, through the City's designee, advised at all times of status of delivery. In fbe event of default in promised delivery (without accepted reasons) or failure to meet specifications, the City shall be authorized to purchase the commodities or services elsewhere and assess any increase in costs to the defaulting Proposer, who, by responding to the request for Proposal agrees to be responsible and liable for such costs, and promises to pay same within tell days of invoice. S, Project Schedule Proposer must provide a project schedule noting all projected dates for the }project, from startup to completion, City ofSoutlalake Proposal UFP0609AJ05GG60023J Appendix U -2 C erational Instructions / anual : If requested by the City, the proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation. of the service or product proposed. D. aired Trainn' ,g: Should employee training be required as a result of this service or product, the successful Proposer ,shall provide on -site (or classroom, if applicable) instruction to designated City employees. This cost shall be included in the Proposal. 5. Proposer's Experience I StafT A. Etpj : Identify all members of the Proposer's team (including bout team members and ct Te tnsnagensent) who will be providing the services proposed and include infonitatiot� which details their experience, B. Rgo nOV I or R RD laceinent of Staff If the contractor detertnhies that art assigtiood staff person must be removed or replaced for whatever cixcutnstance, the re placement must be apProved by City p to joining tile project. C. Business ?;stab 's ont: State Cite number of years the Proposer's business has been established and operating. If proposer s business has changed names or if the principals n eraturg the business p operate any similar` businesses under different names, or have operated any other businesses 0 changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different thau present, must be provided. State the number of years experience the business has: 1 � - and the number of employees:._.__. D. project Related Bx erience: All Proposals must include detailed information that details the proposer's experience and expertise in providing the requested services that demonstrates the proposer's ability to logically plan and complete the rcquested project. 6. Guarantees and Warranties i, Vendor warrants that the software, documentation, and updates shall substantially conform to Vendor's published functional specifications in effect oil the date of delivery. ii. Vendor warrants that the software shall be free from defects in material, content, and workmanship for a period of one year from the date of acceptance. For purposes of this Contract, "acceptance" means the date that City begins to utilize Vendor's software applications and the software is functioning in conformance with Vendor's published functional specifications. iii. if within 365 days after acceptance of the software by City, it is discovered that the software is defective or otherwise does not perform as represented, Vendor shall either replace or repair the defective or non - performing software, or refund the atnount paid for the software if Vendor is unable to remedy the defect, 7, References Proposer shall provide a ininimum of three (3) references where Proposer has performed similar to or the same types of services as described herein, Cfty of Sorstlilake Proposal RF'�P0609A1#5GG600Z3I Appendix B -3 Client ! Company Name: Contact Name; PE: Date and Scope of Work provided: EM: Reference #2 Client / Company Name: Contact Name: Contact Title; PH: EM: Date and Scope of Warlc Provided.: Client / Company Name:. Contact Nance: Contact Title; Date and Scope of Work Conditions and Celrtifieations S. Cast of Proposed Products and/or Services A. Pro sal Pre arat'an C sts: Proposers electing to respond to this Request are responsible for all costs of Proposal preparation The City is not liable for any costs incurred by a Propos ©r ill response to this RFF, B. FOB deliver char es : All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Proposer, The City does not accept C.O.D. or collect shipments. All prices proposed shall include all charges, including delivery, installation and set-up fees. C. Pacicin Gratin and Cartage: The cost of all special packing, boxing, crating, or cartage shall be included iu the pricing specified on the Proposal unless otherwise specifically stated in the City's Request for Proposal. All packing, crating, or other debris resulting *0M the deliv ery or set -up Of the c Request for Pr purchased shah be removed and properly disposed by the successful Praposor at 110 additional cost to the City, unless otherwise agreed to in writing by the City. D. Pavn� gent Diseoun�ts Cash or prompt payment discounts will not be considered in determining an award. All payment discounts offered will be taken, if earned and deemed in City's best interest. City of Svuthluke Proposal t{FP0609A105GG600231 Appendix B-4 E, pr icing : Pricing small reflect the full Scope of Services defined herein; inclusive of all associated co st far delivery, insurance, taxes, overhead, and profit, City will not recognize or accept any charges or fees to perform this work that are not specifically stated in the Proposal. 9. Delivery of Products and/or Services A. Excess ar rrect Commoditi s: Products or rnate:rials delivered in error or in excess of the quantity ordered shall be returned at the successful Proposer's expense, unless otherwise agreed t o in writing by the City. B. S bstitutio s o c 1 ions: No substitutions or cancellations are permitted without written approval of City. Delivery and/or work to be performed shall be done during normal working hours only, unless otherwise requested or agreed in writing by the City. C. Materi 1 e Data Sheets MSDS : if applicable, the successful Proposer shall provide the City with applicable MSDS documentation as required by applicable laws and regulations, D. Guarantees and WarranA Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. E AcoeutanGe of Products and Services All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Service, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, acid not in lieu of, any other express written warranties provided. City reserves the right to inspect the services per and to determine the formed or product delivered, quality, acceptability, and fitness of such services or product upon delivery, ad to reject any non- conforming goods, providing, bovrever, that the City shall not be required to d � conformance or by the City to do so shall not prohibit or bar the City from any later asserting y no breach of warranty, 10. Independent Contractor Status Proposer agrees that Proposer and Propaser's employees and agents have no etnployer relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, federal or State unemployment taxes, income tax witilholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. A. In Sllr a ve. The Contractor, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with suer companies, and in such amounts (unless otherwise specified) as City may require; i, Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; Cornmereiel General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Qperations/Products Liability, Premises Liability, Medioal Payments, Interest of Employees as additional insureds, and Broad Forma General Liability 'Endorsements, for at least One Million Dollars ($1, 000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; it. Certifications of Proposer In compliance with this RFP, and subject to all the conditions herein, the undersigned Proposer certifies and agrees to the following: City of S Proposal RFP0609AIOSGG600231 Appendix B -5 A. Assigrrtat. newt : The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee. B, Liens Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided under the City's request, by Proposer or Proposer's veador(s) and if the City requests, a proper release of an liens or satisfactory evidence of freedom from liens shall be delivered to the City. C. Indemnification Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, ,proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Proposer agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Proposal, including attorneys' fees and court costs. D. Ind5manily for Patents, Copyrights and Trademarks Proposer hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark covering such materials and the successful Proposer agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and darnagos which the City may have to pay or incur. E. Rights of Use / Copyright Release All the creative elements created specifically for the City contracted with this project shall become the sole property of the City. This includes (not exclusively) any graphics, source and object code(s), scripts or other programming incorporated. Any graphic files, in both individual form and composite form, will also become property of the City. F. Gratuities/Bribes Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City. G. Cooperative Govorwnental Purchasing Notice Other governmental entities utilizing intorlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring fall compliance with the RFP specifications. Prior to other govenmmental entities placing orders, the City will notify the successful Proposer of their intent. Please indicate below if you will permit other governiaentaI entities to purchase, from your agreement with the City, 06 Yes, Others can purchase, [ ] No, Only the City can purchase. H. Franchise Tax D lam- --gy The Proposer is not currently delinquent in the payment of any franchise tax owed the State of Texas. City of Son tit lake Prop osaI RFP0609AIOSGG600231 .Appendix B -G 1. Antitrust Laws Neither the Proposer nor any perwit, firm, corporation, partnership, or institution represented by or affiliated with the Proposer, has violated the antitrust laws of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such line of business. The Contractor hereby assigns to the City any and all claims for overcharges associated with any contract resulting from this Request for Proposal which arise under either the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973), or the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann, Sec. 15. 01, et seq. (1967). J. Child sSuppl : Pursuant to section 231,006 (d) of the Texas Family Code, governing the payment of child support the Proposer certifies that the Proposer is not ineligible to receive the specified payment and acknowledges that this contract may be terminated and payment may be withheld if this eertifloation is inaccurate. K. Eli i i ' : pursuant to Section 2155.004 of the Texas Govearnnent Code, governing the collection of state and local sales and use taxes, the Proposer certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. L. Debts of Proposer The Proposer agrees that any payments due the Proposer under this contract may be applied towards any debt of the Proposer to the City or the Stake of Texas, including but not limited to delinquent taxes and child support that is owed to the State of Texas and /or the City. M. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scrape of Service herein. N. Authoa to Submit Proposal and Enter Contract As Proposer, I hereby certify that in my capacity, I have authority to submit this Proposal and enter into any resulting contract Proposer agrees to enter into a contract if awarded the project. 12, Trade Secrets and/or Confidential Information This proposal _ (does) _ (does not) contain trade secrets and /or coufidential information. If so, please describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 13. Federal, State and /or Local Identification Information Centralized Bidders List Registration Number: ## H. Prince Contractor = / MWBE Registration Number: 4. iii. An individual Proposer acting as a sole proprietor must also enter the Proposer °s Social Security Number: # L 5" 3 - 0 - q 6,5' iv. Pursuant to Section 231.006 (c) of the Texas Family Code, each Proposal should include the name and Social Security Number of each person with at least 25% ownership of the business entity submitting the Proposal. Proposers that have pre - registered this information on the TBPC Centralized Master Bidders List have satisfied this requirement, If not so pre- registered, complete the following: Name: SSN: Name: W SSN: Name: SSN; City of Soutklake Proposal RFP0609A1I05GG60023.1 Appendix B -7 !riiv ♦ limns zwon ♦ ArroLMW[ ih ♦ Canm';innrnt iu 1: rcJJ4 :ace • EC::nntol'h Appendix C - Conflict of Interest Questionnaire (CIQ) inclusion of House Bill 914, Filing Conflict Diselnsure Statements A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CJQ) which is found below or cu line at www.ethies.state.tx.us. The form must be filed with the City Secretary no later than seven (7) days aft the date the person or business begins contract discussions or negotiations wfth the City or submits an application, responds to a request for proposals or bids, correspondences, or other writing rotated to al potential agreement with the City. Such persons and businesses, and their agents, must also file an updated questionnaire not later Haan Septemberl of each year in which the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a request for proposals, quotes, or bids, correspondence, or other writing related to a potential agreement with the City, and within seven days after tho date of an event that would make a filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1 but before September 1. CONFLIC OF INTEREST QUESTIONNAIRE FORM C1Q. For vendor or Other person doing business with local government entity [OFFICE U$ 'Phis questionnaire is baing filed in accordance with chapter 176 of the Local Government Code by a ONLY Date Received person doing business with the governmental entity. By law this quegtionnalre must be fled with the records admirdstrancir of the local govemnart not later than the 7` business day after the date the person becomes arnare of facts that require the statement to be filed. See Section 176.00$, Local Governmot Code, A person commits an offense if the person violates Section 176.006, Local Government Code, An oft rise under this section is a Class C misdemeanor. A. Name of person doing business with local governmental entity. (Please Print) 2. ❑ Check this box if you are filing an update to previously fled questionnaire. (The law requires that you fate an updated competed questionnaire with the appropriate filing authority later than - September 1 of rite year for which an activity described in Section 176.006 Local Government Code, is pending and not later than the 7 business day after the date the originally fled questionnaire becomes incomplete or inaccurate.) 3. Describe each affilsadon or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governinent entity with respect to expenditure of money. N � L 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer ofthe local governmental entity that is the subject ofthis quest ionnaire. City of Soushlake RFP0609AI05GG600231 Appendix C -1 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing buslness wfth local government entity page 2 5. Name of ideal government officer with whom filer h as affiliation or business relationship. (Complete this section only if the answer to A, 13, or C is YES.) This section, item 5 including subparts A, 13, C & D, must be completed for each officer with whom the filer has affiliation or business raiatinusliip. Attach additional pages t this Form CIQ as necessary. A. is the local government of;;ioer named In this section receiving or likely io receive taxable income from the filer of the questionnaire? ❑ Yes 0 No 13, is the filer of the questlounalre receiving or likely to receive taxable income from or at the direction of the local government officer pained in taus section AND the taxable incorno is not from the focal governmental entity? 0 Yes ❑ No C. Is the filer of this ciacstionnatre affiliated with a corporation of other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? ❑ Yes ❑ No D. Describe each affiliation or business relationship. 6 Describe any other affiliation or business relationship that might cause a conflict of interest_ No "iC- 7 Signature afpersnn doing basinem with the governmental amity IV Date Ctty of'Southlake RFP0609A105GG600231 Appendix C-Z